The scheme incorporates a code of management practice which approved members of the scheme must adhere to.

1.0 Equal opportunities

In the provision and letting of housing or associated services and in the letting of contracts for services, no person or group of persons applying will be treated less favourably than any other person or group of persons because of their age, race, colour, ethnicity, religion, belief, nationality, gender, disability, marital status, sexual orientation, social status or any other factor resulting in discriminatory practise.

2.0 Marketing and commencement of tenancy

2.1 All property details are reported accurately without misrepresentation to prospective tenants.

2.2 All prospective tenants are granted an opportunity to view the property for letting, having due regard to the rights of existing tenants.

2.3 A copy of the standard tenancy agreement shall be approved by and lodged with the scheme administrator. It shall not include anything which is contrary to law.

2.4 The executive committee intend to commission a model tenancy agreement at the earliest opportunity which members of the scheme will be at liberty to use.

2.5 A copy of a proper tenancy agreement shall be issued to each tenant at the start of the tenancy.

Rent

2.6 Prospective tenants shall be issued with a clear statement of the amount of rent to be paid during the contract, including the dates required and method of payment.

Utility and service charge

2.7 The tenant shall be clearly informed as to who is responsible for the payment of all utility charges and that this responsibility is accurately stated in the terms of the letting agreement.

2.8 Where any service charges are levied by the landlord, such services and charges, and the method of arriving at such charges, shall be properly specified and detailed in the letting contract. Tenants shall be provided with pre tenancy information on the landlord’s standard operating procedures. Where transactions by bank transfer are made and where requested by a tenant, an account will be
provided to the tenant at least annually for all monies demanded whether for rent, deposit, utility or service charge. Where transactions are undertaken in cash or cheque a written receipt will always be provide by the landlord.

2.9 Where a fee is charged for arranging a letting agreement, then prospective tenants should be clearly informed of this in advance.

Inventory

2.10 A detailed inventory is carried out at check-in, if possible in the presence of the tenant. If it is not possible for the landlord and tenant to both be present the tenant must provide the landlord with any variations to the inventory in writing within 3 days of taking up residency in the dwelling. The tenant should keep a copy of the amended inventory. The inventory will be initialled on all pages by both parties and signed and dated by them on the last page. The scheme administrator will provide advice on good practice in managing inventories if requested.

There is a proper check-out inventory, if possible in the presence of the tenant. The inventory will be initialled on all pages by both parties. If the tenant has already left the landlord should keep video evidence in case of later dispute over deposit.

Council tax

2.11 Student houses are normally exempt from council tax. If a student leaves full time education and continues to reside in Accredited accommodation council tax may become payable. The scheme administrator will notify the Council if he/she becomes aware of such a situation.

2.12 Pre-tenancy Repairs etc.
At the commencement of the tenancy or other date mutually agreed with the tenants the landlord will ensure that

• all his/her obligations with regard to the repairs, dwelling maintenance and improvements have been fully discharged.

• new tenants are provided with details of any upgrading that the landlord is undertaking in order to meet the requirements of the scheme and the timescales for carrying out and completing the works.

• any agreed pre-tenancy repairs or any intentions on the part of the landlord to undertake upgrading should be confirmed in writing.

2.13 Owners identity and address
The name and current registered address of the owner/agent is to be stated on the tenancy agreement. A contact telephone number for reporting disrepair or other problems for which the landlord is responsible is given to each tenant at the commencement of the tenancy, and any subsequent changes notified to the tenant. This number should also be made available to the scheme administrator.

3.0 During the Tenancy

Landlords will ensure that:

3.1 Ensuring Possession
New tenancies do not commence until the existing one has finished.

3.2 Access
Where access is required for routine inspection/s or viewings, the tenants receive notification of the date, time and purpose of the visit not less than 24 hours in advance, unless otherwise agreed, and with the exception of circumstances where issuance of such notice is impracticable.
Tenants’ privacy and entitlement to unnecessary intrusion is respected.

3.3 Conduct
Any members who fail to adhere to the above code of behaviour will be referred to the scheme Executive for consideration of further action. It is expected that members of the Scheme will act responsibly and help police the code of conduct. If a member is found to be in breach of the code the Executive reserves the right to withdraw membership and to publicise this fact.

Business is pursued by the landlord in a professional, courteous and diligent manner at all times.

The landlord must not act in such a manner that brings the Accreditation Scheme into disrepute.

All properties (letting units) which are let to students must be registered individually with the Scheme.

All members will adhere to the annually set lettings policy.


3.4 Scheme Awareness
If requested, tenants are given a copy of the Scheme at the commencement of the tenancy. Sufficient numbers of copies for this purpose will be provided by the scheme administrator. The information can be downloaded via the web.

3.5 Repairs and Maintenance
All dwellings are maintained in a satisfactory state of repair.

In order to achieve this, landlords or their agents must carry out an annual inspection of each of their properties. The scheme administrator will provide inspection sheets and guidance notes on the detail to be checked and recorded. There is no obligation to use the inspection sheets but doing so will
demonstrate compliance with this requirement. Records should be kept for three consecutive years and the scheme administrator may ask to see these at any time.

Under normal circumstances the following repairs completion performance standards should be achieved:

Priority One - Emergency Repairs: any repairs required in order to avoid a danger to health, risk to the safety of residents, the public or visitors, or serious damage to buildings or internal contents, including disruptions or major faults in gas, electricity or water supplies, within 24 hours of report of defect. In circumstances where this is not practicable, landlords will make best temporary arrangements.

Priority Two - Urgent Repairs: repairs to defects which materially affect the comfort or convenience of the residents - within five working days of report of the defect.

Priority Three - Non Urgent day to day repairs: reactive repairs not falling within the above categories – within 28 working days of report of defect.
With the exception of Emergency Repairs the date on which the repair was reported to the landlord in writing shall be the start date for the repairs completion timescale.
Decorative finishes for which they have responsibility are made good within a reasonable timescales if damaged or disturbed during repairs.

Tenants are provided with a point of contact in case of emergency.


3.6 Planned Programmes of Repair/Improvement and Cyclical Repairs Programmes.
Maintenance and Servicing tasks which can be carried out in a planned and cyclical manner and which are the responsibility of the landlord, are carried out with due regard to the convenience of tenants. With the exception of emergencies, tenants will be notified 24 hours prior to attendance by contractors to undertake repairs.
Where contractors and trades persons are undertaking works in occupied premises, it is written into the contract that they remove all redundant components and debris from site on completion of works in a reasonable time and behave in a professional and courteous manner at all times whilst at the premises.


4.0 At the end of the Tenancy

Landlords will ensure that:

4.1 Deposits
Deposits are administered efficiently and reasonably by the landlord or their nominee, and are not withheld for any purpose other than that for which they were levied.

The tenancy agreement specifies:

• how the deposit is held

• by whom

• what the deposit is held for

• the maximum period (not more than 8 weeks) after the end of the tenancy by which the deposit will have been returned, subject to the resolution of any dispute

• how any disputes over the deposit will be resolved

Tenants are issued with clear written guidelines regarding the standard of cleanliness and other arrangements required when ending the tenancy. This is to avoid misunderstandings regarding the cleanliness and condition of the dwelling expected at the end of the tenancy.

Once fully receipted invoice accounts have been provided for tenants, all deposits (or balances on deposits) shall be returned to tenants within the timescale agreed in the tenancy agreement or an explanation provided as
to why a variation has been made.